Cost Reporting

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Real Estate Manager provides comprehensive cost reporting capabilities that enable users to analyze contract-related expenses throughout the entire contract life cycle. Custom reports offer flexible analysis tools with multiple cost-related fields, allowing users to generate detailed financial insights tailored to specific organizational needs.

The following are the four primary cost categories available under the Contracts data source in Custom Reports:

• Commencement Costs – Initial costs entered at contract creation.
• Current Costs – Latest applicable costs based on system configuration.
• Next Reviews – Upcoming pending contract reviews.
• Contract Liability – Forecasted costs over specified periods.

For each cost category, the available fields and their purpose are explained below, helping in analyzing contract costs and making informed financial decisions.

Commencement Costs

Commencement Costs refer to the initial costs entered when a contract is first created in Real Estate Manager. These costs represent the financial commitments at the start of the contract and are distinct from any subsequent updates.

Available Fields

• All Cost Per Annum Total – Total annualized amount of all commencement costs.
• Other Cost Per Annum Total – Annualized total of non-selected cost categories based on user filters.
• Selected Cost – Commencement costs matching user-selected filters, with optional frequency display.
• Selected Cost Total – Total of all selected commencement costs.
• Selected Cost Per Annum – Annualized version of selected commencement costs (e.g., $1,000/month = $12,000/year).
• Selected Cost Per Annum Total – Total annualized cost of selected commencement costs.
• Summary – High-level overview of all commencement cost fields.

Current Costs

Current Costs represent the latest applicable costs in a contract, determined by a system configuration setting. If the configuration is set to True, Real Estate Manager displays the last actioned cost, even if the effective date is in the future. If set to False, the system displays only the last actioned cost with an effective date before today. Setting this configuration to False is recommended to ensure the Current Cost section reflects the cost actively in effect.

Setting Under System Configurations

Available Fields

• All Cost Per Annum Total – Total annualized amount of all current costs.
• Other Cost Per Annum Total – Annualized total of non-selected cost categories based on user filters.
• Selected Cost – Current costs matching user-selected filters, with optional frequency display.
• Selected Cost Total – Total of all selected current costs.
• Selected Cost Per Annum – Annualized version of selected costs with optional cost per area display.
• Selected Cost Per Annum Total – Total annualized cost of selected current costs.
• Summary – High-level overview of all current cost fields.

Next Reviews

Next Review fields provide information about upcoming contract reviews that are still in a pending state. These fields are useful for identifying reviews that have not yet been actioned. If a review has already been actioned, these fields will not display any data.

Available Fields

• Costs – List of costs associated with the pending review.
• Date – Scheduled date for the next review.
• Notes – Any notes entered related to the review.
• State – Status of the review (e.g., Pending).
• Type – Type of review (Fixed Amount, CPI, Market).

Contract Liability

The Contract Liability field provides a forecasted cost view over a specified period. When selected, a modal dialog allows users to configure the report by choosing a start date, breakdown interval (monthly, quarterly, yearly), and number of intervals. Users can also assume all renewal options are exercised and all pending reviews are actioned for projection purposes. Additional filters include cost categories, payment frequency, and receivable/ payable cost details.

This report helps users analyze cost trends over time and model scenarios for robust financial planning.

Available Fields

• Start Date - The date from which the liability calculation or report begins.

• Fit to Contracts – Always select Full fit to match with the contract term and projections.

• Breakdown Interval - Defines how the liability data is segmented in the report.

• Nominal Intervals – Always set it to 1.

• Projection - If checked, the report assumes that renewal option is exercised for the purpose of calculation of contract liability.

• Action these review types - Specifies which contract review actions should be considered in the projection.

• Cost Categories - Filters which cost category is included in the liability report.

• Additional Columns:

  • Include 'other' costs- Adds non select cost categories and display in a different column.

  • Include tax- Adds tax amounts.

  • Include payment frequency- Shows how often payments occur.

  • Include interval totals- Displays totals for each interval (checked in screenshot).

  • Show N.E.R once only- Adding Net Equivalent Ratio as an additional column for cost analysis.

  • Receivable costs are negative- Indicates receivable amounts should appear as negative values.